Office Manager - AIT

Office

Location:

7600 Sand Point Way NE, Seattle, WA 98115, USA

The Office Manager is responsible for providing administrative support to the On‑Site Project Manager and other members of management. He/she serves as a liaison to departments, other corporate offices, coordinates guests, clients, and visitors’ meetings, and responds to requests for information and assistance as required. Coordinates office support services and facilities, and develops a system to ensure timely administrative operations.

Provides executive administrative support services including word processing; creating and maintaining electronic and hard‑copy files; assisting in preparing special materials for presentations, budgets, reports, contracts, and other records and procedures.

Pay range: $48,000 − $64,000 per year.

Benefits: medical, dental, and vision insurance; life insurance; 401(k) plan with 3% match; paid time off; and company‑paid holidays.

Posting duration: 5 days or until filled.

• Compose and/or edit letters, memos, reports, procedures, etc., for signature/approval.
• Act as liaison between Project Staff and other departments and external contacts, arranging meetings, clarifying issues, and resolving problems.
• Oversee and process day‑to‑day administrative items (expense reports, supply requisitions, personnel transaction forms, operating budgets, etc.) per supervisor’s authorization.
• Assist Foreman or Site Supervisor in planning work schedule and arranging assignment of personnel and equipment to ensure project progress on schedule and within budget.
• Provide work reception, service desk, and work order management for operations and maintenance activities.
• Manage facilities service desk for emergency and non‑emergency calls, create work requests, coordinate with Site Supervisor and Foreman on contractor maintenance and repair.
• Prepare control documents for reconciling payroll, payables, and/or receivables.
• Code time sheets, purchase orders, subcontractor invoices, costs, quantities, and actual expenditures for submission to accounting.
• Keep master tracking list updated daily; meet weekly with Project Manager and Supervisor as needed.
• Coordinate invoice problems with vendor and accounting; delivery requirements with vendor and supervisor.
• Maintain records, inventories, purchases, office supplies and equipment.
• Maintain employee files (timecards, vacation requests, sick leave, incident reports).
• Answer telephone calls, take messages, and provide information diplomatically.
• Takes notes at meetings and develops formal minutes for filing.
• Makes copies of documents, creates files and presentations as requested.
• Facilitates staff and meetings; prepares meeting minutes.
• Assists in overall planning, direction, and coordination of facility operations and management services.
• Delivers and receives packages/mail; distributes.
• Performs other administrative tasks as needed.
• Performs information research for the Project Manager.

• High school graduate or GED.
• Strong computer skills; proficiency in Microsoft Office Suite.
• 5+ years of related experience.
• Ability to pass a pre‑employment background check and drug screening.
• Ability to pass a federal agency background check for security access badging.

• Associate degree in Business Administration or related field.
• 10+ years of related experience.
• Knowledge and experience with Alaska Native cultures.

Preference will be given to qualified Ahtna Native Corporation Shareholders, descendants, and spouses in all phases of employment.

• Self‑Motivated – Ability to perform tasks with internal drive or initiative.
• Communication (Oral) – Ability to communicate effectively with others.
• Time Management – Utilize available time to organize and complete work within deadlines.
• Goal Oriented – Focus on a goal and obtain predetermined results.
• Accuracy – Perform work accurately and thoroughly.

• Frequent sitting for prolonged periods; requires dexterity to handle files and single pieces of paper; reaching with hands and arms for items above and below desk level; walking within office; bending, pushing, pulling, and standing for up to 2 hours; occasional lifting up to 25 pounds.
• Work performed in office setting; requires computer usage with strength, dexterity, coordination, and visual acuity.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Monday – Friday 8:00 to 5:00, may vary based upon business needs.

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.